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HomeMy WebLinkAbout2015-008 CONT Addendum - Evergreen Job & Safety Training ADDENDUM TO CITY OF ASHLAND CONTRACT FOR SAFETY TRAINING Addendum made this 4T" day of December , 2014, between the City of Ashland ("City") and Evergreen Job & Safety Training, Inc. ("Consultant"). Recitals: A. On May 7, 2013 City and Consultant entered into a "City of Ashland Contract for Safety Training" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to extend the date of completion and increase the compensation to be paid to Consultant. City and Consultant agree to amend the agreement in the following manner: 1. The date for completion is being extended to December 31, 2015 (year 3). This contract may be extended annually for up to three additional years for a maximum term of five (5) years 2. The compensation for 12 monthly safety training classes and job observations will be as follows. Calendar Year Electric Department Public Works January - June 2015 $2,113.39/Month $2,164.04/Month July - December 2015 (4% increase) $2,197.93/Month $2,250.60/Month Total $25,867.92 (Year 3) $26,487.84 (Year 3) 3. Except as modified above the terms of the agreement shall remain in full force and effect. CONSUL NT: C17, OF ASHLAN6: BY BY Dav K niter, City Administrator Its Date DATE ZC3 APP ED AS M FORM BAshland Acat. Attorney Da b I 772 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR SAFETY TRAINING CITY OF ASHLAND Council Communication December 16, 2014 Business Meeting Contract Addendum - Evergreen Job & Safety Training, Inc. FROM: Mike Morrison, Public Works Superintendent, mike.morrisongashland.or.us Mark Holden, Electric & IT Director, mark.holdennashland.or.us SUMMARY A contract addendum is required to extend the contract for safety training a P year. The contractor provides monthly safety training classes and job observation services for both the Public Works and Electric Departments. BACKGROUND AND POLICY IMPLICATIONS: The original 2-year contract resulted from a competitive sealed proposal (Request for Proposal) and was approved by the City Council on 12/18/2012. The contract includes the option to renew the contract annually for up to three (3) additional years for a total of five (5) years. COUNCIL GOALS SUPPORTED: None FISCAL IMPLICATIONS: Funds are budgeted each fiscal year for safety training. The cost to extend this contract for another "calendar year" (Jan-Dec 2015) will be a total of $52,355.76 (Public Works $26,487.84 and Electric $25,867.92). STAFF'RECOMMENDATION AND REQUESTED ACTION: Staff recommends this contract addendum to extend the contract with Evergreen Job & 'Safety Training be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the contract addendum to extend the contract with Evergreen Job & Safety Training for another calendar year. ATTACHMENTS: Contract Addendum Original 2-Year Contract Page 1 of I All OP ID: 7L ACORL7' CERTIFICATE OF LIABILITY INSURANCE 0 DAT212/1a18D/Y1rYY, o/1a THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW: THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED... REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER ' IMPORTANT: If the,certificate holder. is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION- IS WAIVED, subject to- the terms and conditions of the policy, certain policies may require an endorsement. A statement on this.certrtcate•does not confer rights to'the certificate holder in lieu of such-endorsement(s). PRODUCER,•_~... . ZOZ-263=4000, CONTACT... NAME- Hays Affinity Solutions 202-263-4001 PHONE " FAX Suite 425 West E-MAIL 1025 Thomas Jefferson St NW °s. Washington, DC 20007 PriooucQt EVERG-2 INSURER 5 AFFORDING COVERAGE NAIC X INSURED Evergreen Job & Safety INSURER A : Lloyds of London Training, Inc. I INSURER B: Jesse Langslet INSURER C: 328 Ironwood Circle Roseville, CA95678 INSURER D: INSURER E- COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR 7Ypg OF INSURANCE AODL SUB POLICY EFF POLICY EXP LIMITS GENERAL LIABILITY EACH OCCURRENCE _ $ 2,000,0001 COMMERCIALGENERALLIABILTTY PREIASES f•• 100,004, X CLAIMSMADE F OCCUR _ MED W (Any one " person) 2-50 r A X General Liability 1402MEA000080 .02/05114 02/05/15, PERSONAL & ADV INJURY s 2;000.00 GENERAL.AGGREGATE S•. ,4,000;00 GEN'LAGGREGATELIMIT APPLIES PER:: PRODUCTS -COMPIORAGG 'S eXCIUd X POLICY' . PROT • LOC + ' - S AUTOMOBILE LIABILITY; ; COMBINED SINGLE LIMIT $ ANY AUTO ~ (Ea acekler~ - BODILY INJURY (Per person) $ ALL OWNED AUTOS BODILY INJURY (Per accident) $ SCHEDULED AUrOS PROPERTY DAMAGE S HIRED AUTOS (Per accidenQ NON-OWNED AUTOS S S UMBRELLA UAB HOCCUR EACH OCCURRENCE S EXCESSLUIB CLAIMS-MADE AGGREGATE f H DEDUCTIBLE f RETENTION 5 f WORKERSCOMPENSATION WC STATLL OTH_ AND EMPLOYERS'LUIBILITY YIN ' -1 Ib4, ANY PROPRIETOWPARTNER/EXECUTIVE ❑ NIA E.L. EACH ACCIDENT S OFFICERMEMBER EXCLUDED? (Mandatory In NH) It es, describe under E.L DISEASE - EA EMPLOYE f RIPTION FOPERATI NSbelo EL DrSEASE-POLICY LIMIT S A ESOLiability 1402MFA000080 02105N4 02105/15 IPerClaim 2,000,DDC `/Aggregate 4,000, DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (Attach ACORD IDI Addittonal Remarks Schedule, If more apace is required) This Certificate of Insurance serves only as evidence of Professional (E&O) General Liability coverage. CERTIFICATE DE CANCELLATION CIT32AS SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City Ashland-Electric DEPT THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN of ACCORDANCE WITH THE POLICY PROVISIONS. Attn:' Electric DEPT 90 N. Mountain Ave. AUTHORIZED REPRESENTATIVE Ashland, OR 97520 ©1988-2009 ACORD CORPORATION. All rights reserved. ACORD 25 (2009109) The ACORD name and logo are registered marks of ACORD Customer Copy - JESSE LANGSLET Page 1 of 2 Customer name:JESSE LANGSLET Company: SF Mutual Address: 328 IRONWOOD CIR Servicing Agent: BRIAN WILSON ROSEVILLE, CA 95678-1025 Eff date: 11-20-2014 to 05-20-2015 Policy: 245 2615-E20-55B Description: 2013 FORD F250 SD PICKUP Status: PAID ON SFPP VIN: 1FT7W2BT7DEA61418 SFPP 0359985612 Coverage Details The premium amounts shown reflect a six-month policy term. Code Description Amount A Liability Coverage 240.57 Bodily Injury Limits Each Person, Each Accident $100,000 $300,000 Property Damage Limit Each Accident $100.000 C Medical Payments Coverage 16.95 Limit - Each Person $5,000 D Comprehensive Coverage - $250 Deductible 115.45 G Collision Coverage - $1,000 Deductible 199.26 H Emergency Road Service Coverage 5.14 R1 Car Rental and Travel Expenses Coverage 12.64 Limit - Car Rental Expense Each Day, Each Loss 80%$500 U Uninsured Motor Vehicle Coverage 27.62 Bodily Injury Limits Each Person, Each Accident $100,000 $300,000 U1 Uninsured Motor Vehicle Property Damage Coverage 3.67 Total: 621.30 Vehicle Details Year: 2013 Make: FORD Model: F250 SD Body Style: PICKUP VIN: 1 FT7W2BT7DEA61418 MSRP base: 0.00 MSRP additional equip: 0.00 https://sfnet.opr.statefkrm.org/sysapv/printOptionsAction.do 10/28/2014 Customer Copy - JESSE LANGSLET Page 2 of 2 Odometer Information Odometer reading: 80 Odometer date: 042013 .Vehicle Usage Annual miles: 8,500 Use of vehicle: PLSRANK/SCH The information on this document is presented for general informational purposes only and is not intended to serve as a declaration page or policy. State Farm Mutual Automobile Insurance Company, Bloomington, Illinois III https://sfnet.opr.statefann.org/sysapv/printOptionsAction.do 10/28/2014 Page 1 / 1 CITY OF ASHLAND DATE PO NUMBER OFaft 20 E MAIN ST. 8/20/2014 12449 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 017707 SHIP To: Ashland Fleet Maintenance EVERGREEN JOB &SAFETY TRAINING (541) 488-5358 328 IRONWOOD CIRCLE 90 N MOUNTAIN ROSEVILLE, CA 95678 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Stu Wilkie Special Inst: Confirming? NO Quantity unit Description Unit Price Ext. Price THIS IS A REVISED PURCHASE ORDER 6.00 MO Safety Traininq - Public Works 2,164.04 12,984.24 July 2014 to December 2014 $2,164.04 per month Contract for Safety Traininq Beginninq date: April 1, 2013 Completion date: December 31, 2014 Contract can be extended annually for up to three additional years for a maximum term of five (5) years. 6.00 MO Processed chanqe order 01/09/2015 2,164.04 12,984.24 Contract is being extended for an additional year. The expiration date is now December 31, 2015. SUBTOTAL 25 968.48 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 25,968.48 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 410.08.24.00.61040 25 968.48 VENDOR COPY 2~Autho i"ed Signature FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM S H LAN Request for a Change Order Name of Supplier 1 Contractor 1 Consultant: Total amount of this Purchase Order Number: contract amendment: 0 _ Title I Description: ~-j-Ge vC~,e `~~s< ac, $ Per attached contract amendment Contract Amendment Original contract amount 100 % of original contract Total amount of previous contract amendments % of original contract Amount of this contract amendment 4j (/n O-s / °2 g % of original contract /0..tx TOTAL AMOUNT OF CONTRACT ~L5 e $ of original contract In accordance with OAR 137-047-0800: 1) The amendment is within ASe scone of procurement as described in the solicitation documents, Sole Source notice or approval of Special Procurement. 2) The amendment is necessary to comply with a change in law that affects performance of the contract 3) The amendment results from renegotiation of the terms and conditions, including the contract price, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract; b) The City determines that, with all things considered, the amended contract is at least as favorable to the City as the unamended contract; c) The amended contract does not have a total term greater than allowed in the solicitation document, contract or approval of a Special Procurement. An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents, it would likely have increased competition or affected award of contract. Contract amendment is within the scope of procurement: YES i,NO* (If "NO", requires Council approval 1 Attach copy of CC.) Sourcing Method: yg o SMALL PROCUREMENT - Less than $5.000 INVITATION TO BID or or -o OPERATIVE PROCUREMENT, QRF or ❑ "YES", the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments :5 $6,000. ES", the total amount of cumulative amendments ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires s 25% of original contract amount or $250,000 cumulative amendments s $100K for Goods & Services, s Council approval. Attach copy of Council whichever is less. $75K for Personal Services, < $50K for Attorney Fees. Communication. ❑ If "NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council ❑ Exempt- Reason: Council approval. Attach copy of Council approval. Attach copy of Council Communication. PERSONAL SERVICES Communication. ❑ Exempt- Reason: ❑ "YES", Direct appointment :5 $35,000 ❑ Exempt- Reason: ❑ If "NO", requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT Goods & Services - $5.000 to $100,000 ❑ "YES", the total amount of cumulative amendments ❑ Written Findings: Document the nature of the Personal Services - $5.000 to $75,000 s 25% of original contract amount or $250,000 emergency, including necessity and circumstances ❑ "YES", the total amount of cumulative whichever is less. requiring the contract amendment amendments :5 25% of original contract amount. ❑ If ❑ If "NO", amount exceeding authority requires ❑ Obtain direction and written approval from City "NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator approval. Attach copy of Council Communication. Communication. ❑ If applicable, attach copy of Council Communication ❑ Exempt- Reason: ❑ Exempt-Reason: ❑ Exempt- Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ "YES", the original contract was approved by City Council. within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date) Procurement. If "NO", Council approval is required. Attach copy of Council Communication. ❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number- Account Number 'IAccountNumber___-__-_ - - *Expenditure must be charge to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach ~4ges if needed. It - Employee Signature. Department Head Signature: 1 (Total amount of contract? 0) City Administrator: 56Z6ak r i 4tb6zdtl\u_&tA_ (Equal to or greater han. 5,000 or 10%) Funds appropriated for current fiscal year. CYE)Sl NO g=--6-, / S Z-,r7 C Finance Director (Equal or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1,111312015